How to transfer paper based files to the department

The process for sending closed client files to the department (Child Safety Services) - NGO client files are transferred to Document Management and Recordkeeping where they are recorded into a recordkeeping database so the files can be easily located.Files will then be sent to an offsite storage facility.

Please note: Document Management and Recordkeeping will only accept files that have been created for the provision of a service to a client (child) referred by the department (Child Safety Services).

1. Initial contact with Document Management and Recordkeeping is essential - email recordkeeping_support@communities.qld.gov.au or contact by phone 1300 747 435 (option 2). This is to ensure:
   • the delivery date for the records can be negotiated with both parties. Document Management and Recordkeeping will need to inform building security & organise space to accommodate the incoming boxes / files.
   • Document Management and Recordkeeping can provide you with any resources needed for the transfer of client files (resources include; boxes, manila folders, courier consignment notes).
   • if requested, the department will organise and pay for courier pick up and delivery.
2. All client documentation (including photos) must be attached or bound securely to a file cover. The department (Child Safety Services) will not accept any loose documentation.
3. All files must be transferred securely to the department in a standard archive box with no client identifying information visible. Please see Basic Recordkeeping Guide (PDF, 90 KB) for further details on standard box dimensions.
4. Each box must contain a contents list. The contents list must include; details such as clients name and the clients date of birth.
5. Print and complete the transfer receipt found on the NGO web page - Records Transfer Receipt (PDF, 58 KB) this should be placed inside one of the boxes.
6. Once a box contents list has been completed, the boxes of closed client files can be sent to the department (Child Safety Services). Contact Document Management and Recordkeeping to request the physical address and confirm the date of delivery.
7. All boxes must have Document Management and Recordkeeping’s physical address and a contact staff name written on the outside of each box.